Office Support Lead Security Clearance

Position: Office Support Lead with Security Clearance
Job Description:

The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.

The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.

Required Skills and Experiences:
• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team MAJOR AREAS OF ACCOUNTABILITY % WEIGHTING WHAT NEEDS TO BE DELIVERED WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED Office Operations Management 40% Manages timesheet queries and overtime booking compliance Managing Office Administrators to ensure smooth day-to-day running of the office Manage office layout, desks, and meeting rooms, ensuring the office is being used effectively Ensure health and safety requirements are being followed in the office Manage mail and deliveries to and from the office Oversee the creation and maintenance of digital and physical filing systems Office runs smoothly with minimal disruptions;

compliance with policies Timesheets submitted accurately on time and clear guidance is given when issues arise Employee and visitor feedback reflects a positive office environment Desk bookings and meeting rooms are used efficiently with minimal clashes and the office layout supports a productive working environment Regular checks of first aid and emergency equipment are completed Mail is processed accurately and delivered without delays Documents are stored securely in compliance with privacy, legal, and company requirements Staff Coordination and Support 30% Coordinates employee engagement activities
- Comms, Town Halls, events, meetings, other activities as required Manages bookings of travel, medicals, scheduling of ASC related activities Provides day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters Support new employee onboarding such as desk setup Positive feedback from staff; timely resolution of issues Engagement activities are delivered on-time with strong attendance Travel bookings, medical appointments, and ASC schedule requirements are coordinated accurately and in advance Information flows effectively between teams, ensuring everyone has what they need to deliver program outcomes Desk setups are completed ahead of start dates, with clear coordination between IT, Security, and People & Culture Resource and Vendor Management 20% Manages the ordering of goods, materials, supplies etc- tooling, PPE for existing staff and forward planning for new staff Negotiate contracts with vendors and providers to ensure adherence to budgets Manage relationships with vendors e.g. cleaners, catering, stationery Track invoices and review invoices for accuracy prior to approval Process invoices, purchase orders, and…